Medical Secretary
2 weeks ago
A fantastic opportunity has arisen for a Medical Secretary to work in the Haematology Department based at the Royal Hallamshire Hospital.
We are seeking a motivated, positive individual to become part of the Haematology secretarial team. You will have Medical Secretarial or secretarial support experience and be responsible for the provision of medical audio-typing services, consultant diary management and the monitoring of patient pathways. You will also act as a point of liaison between patients, GPs, other staff and outside agencies.
Who we are looking for
To provide a comprehensive and efficient secretarial service to the medical staff, nursing team, Matron, patients, managers and other users of the service. To maintain absolute confidentiality at all times and to actively promote the security of patient information.
Working as part of a team and reporting to the Admin & Clerical Supervisor, the post holder will provide an efficient and comprehensive secretarial service to the Haematology Consultants.
You will also be required to display tact and diplomacy where appropriate and have excellent communication skills as well as demonstrating a flexible approach to working.
You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.
Please view the attached Job Description and Person Specification documents for full details regarding this post.
MAIN DUTIES AND RESPONSIBILITIES
- Provide a quality secretarial service to the consultant and their team and be responsible for the effective and efficient maintenance and development of systems and procedures to support the service.
- Maintain electronic and/or paper diaries with the authority to commit or deny time in agreement with consultant. Using initiative and judgement to prioritise their commitments and workload to ensure service runs smoothly.
- To be responsible for the delivery of accurately typed patient letters relating to clinic appointments, test results, re-referrals, clinical advice and discharge summaries, from audio, shorthand, longhand, or verbal dictation.
- Responsible for checking availability of outstanding results within agreed timescales and bringing to the attention of the consultant. Exercise judgement within protocols to determine urgency and ensure effective systems in place to ensure that patient is given appropriate follow-up appointment where required.
- Act as first point of contact for patients, relatives, carers, GPs, consultants (internal and external), medical staff (internal and external) community staff (including nursing), nursing staff, administrative staff.
- Responsible for all other typing for the consultant and their team including: all MDM related correspondence (minutes, instructions, and follow-up actions), protocols, research papers, educational material, and abstracts.
- Using initiative and judgement compose and type general correspondence, where necessary on consultant’s behalf.
- Service several meetings including: arranging venues and refreshments, producing agendas, taking minutes, typing, and distributing of minutes including attachments to internal and external staff. Act upon any instruction from the meeting where required and keep formal record of all meetings.
- Communicate clinic cancellations, reductions, or other alterations to clerical and medical staff in line with Directorate policy.
- Arrange admissions to hospital, transport and liaise with patients.
- Book treatment, investigations, and outpatient appointments.
- Access Lorenzo to confirm and update information.
- Use Results Reporting System / ICE / APEX to access investigation results as required by medical staff.
- Responsible for Faxing all ‘Notification of Cancer Diagnosis’ forms to patients GP within 24 hours of medical staff informing patient of diagnosis. This is in line with the National Cancer Measure ‘Policy for Communication of New Diagnosis of Cancer to Patient’s GP’ and trust procedures.
- Liaise with internal and external departments/persons to arrange interpreters for clinics or other activities.
- Act as first point of contact for other health related bodies such as DVLC and Social Security, Housing Department, Press and Media (in accordance with Trust guidelines), Pharmaceutical companies, on behalf of the consultant.
- Prepare and edit presentation material using PowerPoint, or other Microsoft packages save as appropriate - s drive / USB.
- Liaise with medical illustration department regarding slides and other items for educational purposes.
- Comply with Data protection Act, Access to Health records Act and related Acts, Health and Safety procedures and confidentiality.
- Cover colleague’s absences (sickness,
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